Coordinator - Program/Event (East Coast)

Veeva Systems; Lyndhurst (OH); Hybrid; USD 30,307 - 38,572; Full time

Benefits offered by this job

Medical, dental, vision, and basic lif

Flexible PTO and company paid holidays

Retirement programs

1% charitable giving program

Job summary

Veeva Systems is seeking a Coordinator to handle logistics for pharmaceutical educational events, ensuring on-schedule and on-budget delivery. You will communicate with multiple stakeholders in a fast-paced setting and help manage numerous events weekly.

The role is hybrid with in-office time on Tue, Wed, and Thu. Candidates should have strong analytical, organizational, and communication skills, plus familiarity with MS Office and Gmail.

Qualifications

• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service).
• Pharmaceutical Speaker Bureau experience is a plus.
• Pharmaceutical Event Planning experience is a plus.
• Strong analytical and problem-solving skills.
• Professional and clear oral and written communication and etiquette skills to manage high volume.
• Ability to work in a fast-paced environment with multitasking to meet priorities.
• Proficiency in MS Office, Word, Excel and Gmail preferred.

Responsibilities

• Execute logistics for educational events and ensure commitments meet schedule and budget.
• Maintain communication with internal and external stakeholders in a high-volume environment.
• Manage venue selection, menu, AV, and transportation arrangements.
• Coordinate payments with venues, caterers and vendors.
• Frequent daily communication with sales reps and faculty as needed.
• Review venue contracts for accuracy and compliance requirements.
• Ensure event materials are complete and accurate.
• Collaborate with team members to ensure successful event execution.
• Adhere to confidentiality, sensitive communication, and IP policies.
• Handle a high volume of emails and phone calls, including after-hours support on a rotated basis.

Skills

Analytical

Communication

Problem-solving

Team coordination

Education

High School diploma or equivalent

College Degree Preferred

Tools

MS Office

Word

Excel

Gmail

Job description

The Role

The Coordinator will be responsible for executing logistics for pharmaceutical educational events and ensuring that commitments are met on schedule and within budget. This person must maintain consistent communication with various internal and external stakeholders in a high-volume, deadline-driven environment.

This is a hybird role with required in office time Tuesday, Wednesdayand Thursday of each week.

What You’ll Do

• Database management - manage promotional educational programs within the proprietary system
• Budget management - assisting customer representatives with their program planning budget to ensure they meet customer business rules and guidelines
• Selection or confirmation of venue, menu, audiovisual, and air/ground transportation arrangements
• Coordinate payment with venues/caterers and any other vendors
• Frequent daily communication with sales representatives and faculty as needed
• Review all venue contracts for accuracy/ensure customer compliance requirements are met
• Ensuring all event materials are complete and accurate
• Work closely with other team members to ensure successful execution of events
• Adherence to various policies (i.e., confidentiality, sensitive communication, intellectual property)
• Effectively manage a high volume of events while also responding to emails and phone calls
• Manage and monitor a high volume of emails daily.
• Cover after-hours phone line 5pm-midnight on a rotated basis (weeks selected by coordinator)

Requirements

• High School diploma or equivalent; College Degree Preferred
• 1+ years experience in field or related area (Sales, Hospitality, Pharmaceutical, Medical Industry, and Customer Service)
• Pharmaceutical Speaker Bureau experience is a plus
• Pharmaceutical Event Planning experience is a plus
• Strong analytical and problem-solving skills
• Professional and clear oral and written communication and etiquette skills to successfully manage high phone and email volume
• Demonstrate ability to work in a fast-paced environment, changing planning activities and/or multitasking often to meet fluctuating customer /company priorities
• Proficiency in MS Office, Word, Excel (e.g., financial calculations, pivot tables, VLOOKUP’s), and Gmail preferred

Nice to Have

• Exceptional attention to detail
• Ability to work and thrive in a team atmosphere
• Positive attitude and maintain a "Whatever it Takes" attitude
• Ability to take on additional ad hoc tasks as needed to support the team
• Ability to maintain productivity while performing repetitive planning tasks every day

Perks & Benefits

• Medical, dental, vision, and basic life insurance
• Flexible PTO and company paid holidays
• Retirement programs
• 1% charitable giving program

Compensation

• Base pay: $22 - $28 per hour
• The salary range listed here has been provided to comply with local regulations and represents a potential base salary range for this role. Please note that actual salaries may vary within the range above or below, depending on experience and location. We look at compensation for each individual and base our offer on your unique qualifications, experience, and expected contributions. This position may also be eligible for other types of compensation in addition to base salary, such as variable bonus and/or stock bonus.

Veeva is an equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, sex, sexual orientation, gender identity or expression, religion, national origin or ancestry, age, disability, marital status, pregnancy, protected veteran status, protected genetic information, political affiliation, or any other characteristics protected by local laws, regulations, or ordinances. If you need assistance or accommodation due to a disability or special need when applying for a role or in our recruitment process, please contact us at [e-mail].